SECOND SESSION OF THE POST-2015 INTERGOVERNMENTAL NEGOTIATIONS
NEW YORK, 17 – 20 FEBRUARY 2015
Guidelines for Organizers of Side Events
· Any accredited and registered entity interested in organising a side event must submit a proposal using the attached side event request form and provide a detailed description of the proposed event, including its thematic focus, speakers/presenters and its potential contribution to the second session of the Post-2015 intergovernmental negotiations, in particular the declaration, as one of the main components of the outcome document.
· Completed and signed side event request forms must be e-mailed to sustainabledevelopment.un.org/contact no later than 8 February 2015.
· Secretariat will post a programme of approved side events on its website but will not produce fliers, distribute notices, or run other publicity efforts for side events. Publicizing a side event is the responsibility of its organizers
· Side events are open to all participants in the session. Organizers of closed events or by invitation only events aiming for an exclusive audience are advised to obtain alternative locations.
· Official meetings always have priority over other events or meetings. Side events may have to be cancelled at the last minute if Member States urgently need to use the conference room where a side event was already scheduled to take place.
· Side event organizers can request equipment and services for their event, specified in the attached request form. There will be charges for the use of such equipment and related services which the event organizers must be prepared to cover.
· Organizers should plan to hold their event in English or make their own interpretation arrangements. Interpretation services are not available for side events.
· Printed materials related to the agenda of the session may be distributed during the side event by using the tables or other such facilities that will be available in the meeting rooms.
· Only printed materials that are directly related to the agenda of the session can be distributed during a side event or at any other time during the session. Secretariat reserves the right to remove materials judged to be inappropriate.
· Sale of printed materials or any goods on UN grounds during side events or at any other time is strictly prohibited.
· Side event organizers are advised not to set up displays or put up posters on meeting room walls during a side event or at any other time during the session to avoid removal and loss of their materials.
· Food and beverages are strictly prohibited in the UN conference rooms. Activities, such as receptions and cocktails, are allowed only in the designated areas outside the UN conference rooms and must be arranged directly with the UN Catering Service. Secretariat will not facilitate such arrangements.
· It is the responsibility of accredited and registered side event organizers to make their own arrangements for issuing of UN ground passes, including for individuals, invited as speakers or guests.
Attachment: side event request form
SECOND SESSION OF THE POST-2015 INTERGOVERNMENTAL NEGOTIATIONS
NEW YORK, 17 – 20 FEBRUARY 2015
Side Event Request Form
PLEASE PRINT ALL ENTRIES IN BLOCK LETTERS.Name of requesting organization:
Contact Person:
Address:
Telephone: / E-mail:
Title of the Side Event (Please attach one page with a detailed description of proposed event, including all organizing partners, thematic focus, speakers and potential contribution to the Post- 2015 negotiations, in particular the declaration.)
Preferred dates and times (Please indicate more than one option)
Priority / Date / Time Slot
1:15-2:30 pm / 6:15-7:30 pm
First
Second
Third
Room capacity (please choose one)
30-50 persons / 50-100 persons / 100-500 persons
Equipment and services (please note – laptops are not provided)
Projector for PowerPoint presentation / Projector for video playback (please provide format)
Room screen / Sound (in room microphones)
The costs related to the use of the above equipment and services will be covered by:
(Name of the Organization)
Signed by:
(Please print full name and title below the signature line)
Please Indicate below the name and contact details in New York of the organizer in charge of the side event!
Please e-mail completed form through sustainabledevelopment.un.org/contact by 8 February 2015.
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